Download Details here - BG-Map

How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
BG-Map TechNote
How to Use the Horticultural Management Module
About the Horticultural Management Module
The Horticultural Management Module allows you to create, assign and track the
progress of Horticultural Management Tasks. It contains these components:




Enter Additional Plants Data
Horticultural Management Contacts
Horticultural Management Tasks
Horticultural Management Work Orders
You can also access the Horticultural Management Module by
going to the Tools menu or by clicking this icon:
Enter Additional Plants Data
This window allows you to enter additional data about an individual plant.
Selecting a Plant
Enter the accession number with qualifier of the plant, or search by plant name
by entering all or part of the name in the "Search for" box, and pressing [Enter]
or clicking the "Go" button. Select a name from the list, and then select a plant.
1
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
You can click the "Repeat" button to repeat a previous name selection.
Maintenance History Tab
Applicable Work Orders
This table lists Horticultural Management Work Orders, which are applied to this
plant.
To open the record for the work order, click on a row. Then, right-click and
select "Open Record."
Maintenance Performed
This table records the history of the maintenance performed on this plant.
Date (required)
Enter the date that the maintenance was performed or right click to enter today's
date or select a date from a calendar.
Performed By (required)
Right click and browse to elect the Horticultural Contact code for the person or
organization that performed the maintenance.
To create a new Contact, right click and select "Create New" or select "Contacts"
from the "Other Functions" dropdown list.
Task (required)
Right click and browse to select the code for a Horticultural Maintenance Task.
To create a new Task, right click and select "Create New" or select "Maint.
Tasks" from the "Other Functions" dropdown list.
Cost (Optional)
Enter the cost of this maintenance. Enter a numeric value only. Do not enter
currency units.
Note (Optional)
Enter a general note about this maintenance.
Next Due
The date this maintenance task is next due is entered here. This is automatically
filled in based on the normal interval assigned to this maintenance Task. If you
wish, you can change the date to override the normal maintenance interval. If this
is a one-time-only, non-recurring task, leave this field blank.
W.O. (Work Order)
This column is automatically filled in with the Work Order Number if this
maintenance was entered via a Work Order. Note, you cannot enter a
2
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
Work Order Number here. You must do so in the Horticultural
Management Work Orders data entry window.
Tree Appraisal/Hazard Tab
Location Rating for Tree Appraisal
The Location Rating is used to help determine the appraised value of a tree. A
tree in a more "desirable" location is considered more valuable. The Location
Rating is a percentage value that is used as a multiplier. If no Location Rating is
entered for an individual tree, a default is used instead. This default value can be
entered in the Tree Appraisal Data window by clicking "Tools/Tree Appraisal."
Select a percentage value from the dropdown list. Your BG-Map login name and
the current date are added automatically. To erase the value, click the "Erase"
button.
Tree Hazard Rating
Note:
This rating should serve as a guide only. Accurate
determination of hazard should be based on the full
evaluation of the tree and its surroundings by a certified
arborist qualified in tree risk assessment.
Date (required)
Right-click and browse to select the date for this observation.
3
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
Probability of Failure (required)
This indicates the likelihood of failure of all or a portion of the tree. Right-click
and browse to select a value from 1 to 4.
Probability of Hitting a Target (required)
This indicates the likelihood of the tree or a failed part striking a target, such as a
person, vehicle or structure. Right-click and browse to select a value from 1 to 4.
Consequences of Hitting the Target (required)
This indicates the expected consequences of the tree or a failed part hitting the
target. Right-click and browse to select a value from 1 to 4.
Tree Hazard Risk Rating
This determined by 3 items described above. It is based on the tables in ISA
Publication Tree Risk Assessment, Best Management Practices, companion
publication to ANSI A300 Part 9.
Tree Hazard Action (required)
Enter the recommended action for this tree. You can right click to repeat a
previous entry.
Tree Hazard Note
Enter any additional notes regarding this tree's hazard potential. You can right
click to repeat a previous entry.
By (required)
This records the initials of the staff member making the observation. Right-click
and browse to select from the BG-BASE Staff file. Or you can enter initials
manually.
Tree Hazard Rating (Obsolete)
Click this to access tree hazard data that were recorded under a previous system,
now obsolete.
Using This Data
This data can be displayed in reports and in Web-VQF by including the
corresponding fields in Plant List Formats
Enter Field Check Data Tab
Note:
To enter Field Check Data, you must first enter your
BG-BASE logon name and password.
Click to enter update the BG-BASE record for the selected plant. For details on
how to enter the information, see “Edit/Print Garden Notepad Data” in the BGMap User’s Manual.
4
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
Horticultural Management Contacts
This window allows you to create or modify a Horticultural Management
Contact.
Creating a Contact
Click the "Start Here" button, and select "Define a new Contact Code" Enter a
code of 12 characters or fewer for the new Contact. Then, fill in the information
as indicated for each prompt.
Category
Select "On Staff" if this contact is part of your internal staff. Only contacts
marked as "On-Staff" can initiate Horticultural Management Work Orders.
Otherwise, select a category for this Contact: "Seasonal", "Outside Contractor" or
"Other."
Modifying an Existing Contact
Click "Start Here", and select an existing Contact to be modified.
5
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
Making a Contact Inactive
Check the "Inactive" box to make a Contact inactive. Inactive Contacts will not
appear in popup selection lists.
Sending an E-Mail to a Contact
Click the button to send an e-mail to this Contact. This function can be used if
your computer has an Internet connection and a default e-mail program, and if
you have entered a valid e-mail address for this Contact.
Horticultural Management Tasks
This window allows you to create or modify a Horticultural Management
Maintenance Task.
Creating a Task
Click the "Start Here" button, and select "Define a new Task Code" Enter a code
of 12 characters or fewer for the new Task. Then, fill in the information as
indicated for each prompt.
Note:
Special Task Code: "REMOVAL"
If you create a task with a code named REMOVAL, BGMap will treat it in a special way. If you create a Work
Order for this task, and it is completed, BG-Map will give
you the option of automatically updating BG-BASE to
indicate the plant has been removed.
Description (required)
Enter a description of this task - for example, "Annual Pruning."
Unit Cost
Enter the typical cost of this Task on a unit basis. Enter a numerical value only.
Do not include currency symbols. For example, if the cost of a task is $1.75 per
square foot, enter 1.75 at this prompt.
6
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
Units
Select the units that apply to the unit cost. If the cost is per-occurrence, select
"ea." (each).
Maintenance Interval (required)
Enter the normal interval for this Task in years and decimal fractions of years.
For example, if this Task should be repeated every 5-1/2 years, enter 5.5 at this
prompt. If this is a one-time-only non-recurring task, enter a 0.
General Comments
Enter any other notes or comments concerning this Task.
Modifying and Existing Task
Click "Start Here", and select an existing Task to be modified.
Making a Task Inactive
Check the "Inactive" box to make a Task inactive. If inactive, it will not appear in
popup selection lists.
Horticultural Management Work Orders
This window allows you to create, and update Horticultural Management Work
Orders.
Opening an Existing Work Order
Select a sort order, and click the "Start Here" button.
Creating a Work order
Click the "Start Here" button, and select "Define a New Work Order." The next
7
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
available Work Order number will be automatically selected and applied to this
Work Order. Fill in the form as follows, and click "Save" when finished.
Work Order Date (required)
The default is today's date, but you may enter any date or right-click to pick a
date from a calendar.
Requested by (required)
Right-click and browse to select the individual who requested this work order. It
must be an On-Staff entry in the Horticultural Management Contacts file.
To create a new Contact, right-click and select "Create New." Make certain that
you check "On Staff" when creating the Contact.
Location of Work (required)
Enter a description of the work location.
Task (required)
Right-click and browse to select the task to be performed. It must be an entry in
the Horticultural Management Maintenance Tasks file. To create a new task,
right-click and select "Create New."
Emergency (optional)
Check this box if this work order is for an emergency situation.
Deadline (optional)
Enter the date by which this work order must be completed or right click to pick
a date from a calendar.
Hours and Cost (optional)
Enter the estimated hours and cost of this work.
Assigned to
Right-click and browse to select the individual or company that has been
assigned this work. It must be an entry in the Horticultural Management Contacts
file. To create a new Contact, right-click and select "Create New."
Comments (optional)
Enter any comments on this work order.
Status Table
This table records the status of the work order received, assigned, completed,
inspected, or cancelled. Each entry in this table is recorded with its corresponding
date, and contact name.
Status Date (required):
Enter the date this status was applied to the work order, i.e., the date it was,
received, assigned, completed, etc. You can type in the date or right-click to enter
today's date or pick a date from a calendar.
Status (required):
8
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
Right-click and browse to select the status.
By (required):
This column records the person who received the work order, assigned it,
completed it, etc. Right-click and browse to select a contact, which must be an
entry in the Horticultural Management Contacts file.
Note, when entering the Assigned status, you must also select the person the
work order was assigned to. To create a new Contact, right click and select
"Create New." Make certain that you check "On Staff" when creating the
Contact.
Note:
When you assign a "Completed" status to a Work
Order, the table in "Plants Additional Data" will be
updated to show this task, and to list the
corresponding Work Order.
Link to Plants (optional)
You can link this Work Order to one or more plants via their accession numbers.
Right-click on the table, and enter all or part of a plant name. Then, select one or
more plants. You can select additional names and plants. To open the "Plants
Additional Information" record for a listed plant. Then, select "Open Record."
Using a Saved List to Link to Multiple Plants
Select "Use BG-BASE Saved List" or "Use Text File", and click the "Browse"
button to select a saved list or text file containing a list of accession numbers
with qualifiers. BG-Map will check the list to make sure that each plant listed is
living. The plants will be added to the table.
Sorting the Plant List
Double-click a column heading to sort the list be accession number, name or
location.
9
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
Work Order Folder
When you save a work order, it is saved as an HTML file. You may use any web
browser, such as Mozilla Firefox, or Internet Explorer to view and print it. Before
you can save a work order, you must specify the folder where work orders are to
be saved. To do so, click Change Folder, and select the folder. If you are on a
network, select a mapped network drive that is accessible to all users who may
need to view or print work orders.
Viewing or Printing a Work Order
Click "Open Work Order" to open the work order to view, print or save as a PDF
File. You must save the work order first.
Sending a Work Order by E-Mail
Note:
A work order must be saved before it can be e-mailed.
Open an existing work order. Enter the outgoing e-mail address or multiple
addresses separated by commas (no spaces). Or, click the "browse" button, and
select one or more contacts whose e-mail addresses have been entered (See
"Horticultural Management Contacts"). Then, click "Send By E-Mail" to send the
work order.
Sending Using an SMTP Mail Server
Before you can use the e-mail feature, you must set up the e-mail options by
entering the e-mail server, account, password, etc. Click "E-Mail Setup". E-Mail
setup must be done separately for each BG-Map user.
Sending Using Your Default E-Mail Program
If you do not create an e-mail setup for an SMTP mail server as described above,
you can send the work order using your default e-mail program such as Microsoft
Outlook. When you click "Send By E-Mail", the default program will be opened,
an e-mail to the selected address will be created, and the work order will be
opened. Click "Copy All" in the work order display window, and then paste it
into your e-mail.
Updating an Existing Work Order
Click Start, and then select the work order to be updated.
Searching for Work Orders Using Pseudo-TCL
Here are some sample search commands you can use in Pseudo-TCL to search
for work orders that meet certain criteria:
All work orders that are:
past-deadline:
LIST HORT_WORK ORDERS WITH PAST_DEADLINE = 1 DESCRIPTION
10
How to Use the BG-Map Horticultural Management Module
Updated 8/14/14
BY WO_NUMBER
more than 30 days past-deadline:
LIST HORT_WORK ORDERS WITH PAST_DEADLINE_DAYS > 30
DESCRIPTION BY WO_NUMBER
emergency work orders:
LIST HORT_WORK ORDERS WITH EMERGENCY = 1 DESCRIPTION BY
WO_NUMBER
linked to Object IN*ROM*1
LIST HORT_WORK ORDERS WITH OBJECT = "IN*ROM*1"
DESCRIPTION BY WO_NUMBER
linked to any Object
LIST HORT_WORK ORDERS WITH OBJECT DESCRIPTION BY
WO_NUMBER
emergencies assigned to JOE_SMITH
LIST HORT_WORK ORDERS WITH EMERGENCY = 1 AND WITH
ASSIGNED_TO = "JOE_SMITH" DESCRIPTION BY WO_NUMBER
received after 1/1/05
LIST HORT_WORK ORDERS WITH RECEIVED_DATE AFTER "1/19/05"
RECEIVED_DATE DESCRIPTION BY WO_NUMBER
To obtain a list of data fields that may be searched or listed, enter:
LISTDICT HORT_WORK ORDERS by @ID
BG-Map Botanical Garden Mapping System
Mapping the world… one plant at a time
For up to date information, visit the BG-Map Users Support Website at www.bg-map.com/userdata
© 2014 Glicksman Associates, Inc.
11